Phone calls are still the highest-intent leads most businesses get — but they're also the most likely to fall through the cracks. Someone calls, leaves a message, and then waits while your team manually enters the lead, schedules a follow-up, and eventually sends a proposal. This recipe automates the entire journey from phone call to payment collected, using five integrations working in concert.
What You'll Need
- CallTrackingMetrics (CTM) with active tracking numbers
- Salesforce for CRM and pipeline management
- Calendly for appointment scheduling
- Stripe for payment processing
- SendGrid for email communication
- All five integrations connected in Pipeworks
The Workflow
Capture and analyze recent calls from CTM
The agent pulls recent call data from CallTrackingMetrics — caller name, phone number, tracking source, call duration, recording URL, and any call tags or scores. It filters for qualified leads based on your criteria: minimum call duration, specific tracking numbers (e.g., from your Google Ads landing page), or call score thresholds. Short hang-ups and spam calls are automatically excluded.
Check for existing records in Salesforce
Before creating duplicates, the agent searches Salesforce for existing contacts or leads matching the caller's phone number or name. If a record exists, it updates the existing record with the new call details — date, source, duration, and recording link. If no record exists, it creates a new lead with all available information pre-filled, including the marketing source from CTM's tracking number attribution.
Create opportunity and set pipeline stage
For new qualified leads, the agent creates a Salesforce opportunity linked to the lead record. It sets the stage based on the call context — a 10-minute call from a pricing page tracking number starts at "Qualification," while a quick inquiry from a general number starts at "Prospecting." The opportunity amount is estimated based on your standard deal sizes for each lead source.
Generate a Calendly booking link and send it
The agent creates a personalized Calendly scheduling link for the lead, configured with the right meeting type (discovery call, demo, consultation) based on the call source. It then sends a follow-up email through SendGrid within minutes of the original call: "Thanks for calling — here's a link to book a time that works for you." The email includes the caller's name, references their inquiry, and provides the one-click Calendly link.
Monitor booking and prepare for the meeting
When the lead books through Calendly, the agent updates the Salesforce opportunity stage to "Meeting Scheduled." It pulls together a pre-meeting brief: the original call recording link from CTM, the lead's Salesforce history, any previous interactions, and the marketing source. This brief is attached to the opportunity as a note so whoever takes the meeting has full context.
Post-meeting: send proposal and payment link
After the scheduled meeting time passes, the agent checks if the opportunity stage has been updated (manually by your rep or via another automation). If the deal moves to "Proposal" or "Negotiation," the agent generates a Stripe payment link for the quoted amount and sends it to the lead via SendGrid with a professional proposal email. The payment link includes the customer's email pre-filled and the opportunity ID in the metadata for tracking.
Close the loop on payment
When the Stripe payment succeeds, the agent updates the Salesforce opportunity to "Closed Won" with the actual payment amount and date. It sends a receipt and onboarding email through SendGrid. The lead's Salesforce record now shows the complete journey: call source → lead created → meeting booked → proposal sent → payment received. Finally, it logs the full attribution chain back to the CTM tracking number so you know exactly which phone number and marketing channel produced the revenue.
What Happens
A phone call turns into a closed deal without your team manually entering data, sending follow-up emails, creating calendar links, or chasing payments. Every step is logged in Salesforce with full attribution back to the original call source. Your team focuses on the conversations and the closing — the agent handles everything in between.
Set up different CTM tracking numbers for different marketing channels (Google Ads, website, referral). This gives the agent precise attribution data and lets you calculate true cost-per-acquisition for each channel all the way through to payment.
The agent respects business hours when sending follow-up emails. Calls received after hours get their follow-up email queued for the next morning. You can customize the timing threshold based on your business.